This critical phase in the production process requires a team philosophy to ensure the highest degree of accuracy and reflection of professionalism for the Association.
The proofing process should not be used as an opportunity to rewrite copy or make extensive revisions in copy. As a point of reference, most properly-planned jobs should normally require no more than two to three rounds of proofs before being released for production. External creative services ordinarily charge for each revision. The Association's cost is time and staff resources.
Due to job timelines, other deadlines and many other variables, it is not prudent to standardize proofing deadlines. Please be assured that the Communications staff will endeavor to provide as much lead time as possible to return proofs. You also can assist the completion of your job in the most efficient manner by returning proofs as quickly as possible. Lead times established for the job are based on timely processing of proofs.
If you will be out of the office during the proofing process, please indicate on the proof that another staff member has authority to approve. Communications staff will hand-deliver all proofs bypassing interoffice mail.
Please be sure to review everything carefully including names, dates and times the first time you receive a proof. The second proof should be used to make sure your original changes were made, not to make additional changes. Projects that require more than three rounds of proofing due to extensive copy or design changes will likely cause the production schedule for your job to be extended and often affect completion of other jobs in process.
Some common proofreaders' marks are linked here to assist in the proofing process.
It is the responsibility of the Communications staff and requestor to:
• Check for factual accuracy of copy
Communications staff also will check for correct spelling, grammatical errors and style
for consistency of all Association communications and review design for any anticipated production challenges.
Two members of Communications staff excluding the assigned contact will proof each job.
Changes to jobs in progress
Corrections to copy during the proofing process are often necessary. The first proof is often not a final product and requires typographic corrections and minor revisions. It is best to make any substantial changes necessary as early in the process as possible to minimize cost and delay of your job and to others in process.